JkathBusiness Portal

Invoice Record

05-12-2026-059-INV-001

Ruiz Painting LLC
Back to bill imports

Bill Created Successfully

QuickBooks Bill created successfully. Source file attached to the Bill.

View Bill in QBView Invoice in Dropbox

Status

Created in QB

Invoice

rui-042125-1300

Total

$1,300.00

Invoice data

Detected vendor
Ruiz Painting LLC
Matched vendor
Ruiz Painting LLC
Matched alias
Ruiz Painting LLC
Category
Building Services:Painting
Category method
Claude category selection
Invoice date
04/21/2025
Due date
05/21/2025
Vendor terms
Not set
Jkath terms
Net 30
QB Bill ID
422

Category reason

The single line item description contains multiple scopes of work including drywall repair, taping/floating/sanding, priming, and painting. While drywall work is present, the vendor is 'Ruiz Painting LLC' and the description culminates in painting tasks (ceiling 2 coats, wall affected area 2 coats), suggesting painting is the primary trade. The drywall work described appears incidental/preparatory (small repairs, skim coat) rather than a standalone drywall scope. Painting is the best single-category fit given the vendor identity and the overall nature of the work.

File result

Outcome
processed
Details
QuickBooks Bill created successfully. Source file attached to the Bill.
View Bill in QuickBooksView Invoice in Dropbox

Processing Context

Invoice ID
05-12-2026-059-INV-001
Run ID
05-12-2026-059
Source folder
/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed
Source file
Ruiz Copy of 2258 Saint Clair ave St. Paul Mn_VALIDATION-FAILED.pdf
Stored payloads

Claude parse payload

{
  "tax": 0,
  "notes": "Invoice total field shows '#VALUE!' (spreadsheet formula error). Per vendor-specific processing notes, the amount shown in the Amount column ($1,300.00) is used as the total. No printed invoice number found; generated using missing-number rule: rui-042125-1300. All line items appear to be bundled under a single lump-sum amount. Tax rate is 0.00% so sales tax is $0.",
  "terms": null,
  "total": 1300,
  "due_date": null,
  "shipping": 0,
  "subtotal": 1300,
  "confidence": {
    "total": 0.9,
    "vendor_name": 1,
    "invoice_date": 0.95,
    "project_name": 0.85,
    "invoice_number": 1
  },
  "line_items": [
    {
      "qty": null,
      "amount": 1300,
      "unit_price": null,
      "description": "Hallway floor protection with paper masking; type dust control; hung 5/8 drywall ceiling repair floated skim; sand ready for paint; wall small repair hung 1/2 inch drywall floated sand ready for paint; seal with primer one coat affected area; paint the whole ceiling 2 coats; paint the wall affected area 2 coats"
    }
  ],
  "vendor_name": "Ruiz Painting LLC",
  "invoice_date": "2025-04-21",
  "project_name": "2258 Saint Clair Ave, St. Paul MN 55105",
  "document_type": "invoice",
  "invoice_number": "rui-042125-1300",
  "is_billable_invoice": true
}

Vendor match payload

{
  "alias_lookup": {
    "found": true,
    "alias_id": "cmp1abgyc0068agtbmw3bk4pz",
    "vendor_id": "vend_b9fde06fd72d49f5adf6384719b37923",
    "alias_name": "Ruiz Painting LLC",
    "canonical_name": "Ruiz Painting LLC",
    "category_count": 3,
    "category_options": [
      {
        "name": "Demolition",
        "notes": "Mapped from JKath historical QuickBooks export: Building Services:Demolition (1).",
        "expense_category_id": "cat_021f38de79874d818ff5b224551d5f6e",
        "fully_qualified_name": "Building Services:Demolition",
        "quickbooks_account_id": "122",
        "vendor_expense_category_id": "cmp1bazj5004013pffnba5vq3"
      },
      {
        "name": "Drywall & Taping",
        "notes": "Mapped from JKath historical QuickBooks export: Building Services:Drywall & Taping (28).",
        "expense_category_id": "cat_5fe2c67d22934b5c9db2adf0a6ed8237",
        "fully_qualified_name": "Building Services:Drywall & Taping",
        "quickbooks_account_id": "123",
        "vendor_expense_category_id": "cmp1bazlu004213pfwclbkf9u"
      },
      {
        "name": "Painting",
        "notes": "Mapped from JKath historical QuickBooks export: Building Services:Painting (13).",
        "expense_category_id": "cat_5cd8cff9602249029902722ebd6e200d",
        "fully_qualified_name": "Building Services:Painting",
        "quickbooks_account_id": "134",
        "vendor_expense_category_id": "cmp1bazoa004413pf5sxkd2jk"
      }
    ],
    "expense_category_id": null,
    "normalized_alias_key": "ruiz painting llc",
    "quickbooks_vendor_id": "59",
    "quickbooks_account_id": null,
    "default_expense_account": null,
    "invoice_processing_notes": "These invoices often contain \"#VALUE!\" in the \"Total\" section. If this is the case, use the number in the \"Amount\" section as the total.",
    "missing_category_options": false
  },
  "category_selection": {
    "reason": "The single line item description contains multiple scopes of work including drywall repair, taping/floating/sanding, priming, and painting. While drywall work is present, the vendor is 'Ruiz Painting LLC' and the description culminates in painting tasks (ceiling 2 coats, wall affected area 2 coats), suggesting painting is the primary trade. The drywall work described appears incidental/preparatory (small repairs, skim coat) rather than a standalone drywall scope. Painting is the best single-category fit given the vendor identity and the overall nature of the work.",
    "confidence": 0.72,
    "category_name": "Painting",
    "expense_category_id": "cat_5cd8cff9602249029902722ebd6e200d",
    "quickbooks_account_id": "134",
    "selected_expense_category_id": "cat_5cd8cff9602249029902722ebd6e200d",
    "selected_expense_category_name": "Painting"
  }
}

QB payload

{
  "lookup": {
    "quickbooks_vendor_id": "59",
    "quickbooks_account_id": "134",
    "existing_quickbooks_bill_id": null
  },
  "bill_created": {
    "path": "multi_category_direct",
    "total": "1300.00",
    "due_date": "2025-05-21",
    "doc_number": "rui-042125-1300",
    "vendor_ref": "59",
    "account_ref": "134",
    "jkath_terms": "Net 30",
    "vendor_terms": "",
    "quickbooks_bill_id": "422",
    "resolved_expense_category_id": "cat_5cd8cff9602249029902722ebd6e200d"
  },
  "attachment_uploaded": {
    "path": "multi_category_direct",
    "file_name": "",
    "attachment_id": "",
    "quickbooks_bill_id": "422"
  }
}

Raw payload

{
  "run_id": "run_b9e2c79d645146e48bfdee63c7339c41",
  "source": "make.com",
  "run_key": "05-12-2026-059",
  "make_trace_id": "make-20260512_160447_637",
  "source_file_name": "Ruiz Copy of 2258 Saint Clair ave St. Paul Mn_VALIDATION-FAILED.pdf",
  "source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/Ruiz Copy of 2258 Saint Clair ave St. Paul Mn_VALIDATION-FAILED.pdf",
  "source_dropbox_id": "id:CHX6_xJiKhAAAAAAAABjcA",
  "source_dropbox_rev": "01651a5364dd7e400000003549f4393",
  "multi_invoice_count": 1,
  "multi_invoice_index": 1,
  "source_content_hash": "105599a7b238a29470372f777a8cf77d3962f1e60c0584fd43f6e181fc6f636b",
  "processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/Ruiz Copy of 2258 Saint Clair ave St. Paul Mn_VALIDATION-FAILED.pdf",
  "multi_invoice_group_id": "bill_a2496b03ff114678a52988102d4feed5",
  "processing_dropbox_rev": "01651a536b66c4500000003549f4393",
  "multi_invoice_source_payload": {
    "notes": "Single invoice PDF. The invoice contained a '#VALUE!' error in the Total and Sales Tax fields due to a broken spreadsheet formula. Per vendor-specific notes for Ruiz Painting LLC, the Amount field value of $1,300.00 was used as the total. No invoice number was printed; one was generated per the missing-number rule.",
    "invoices": [
      {
        "tax": 0,
        "notes": "Invoice total field shows '#VALUE!' (spreadsheet formula error). Per vendor-specific processing notes, the amount shown in the Amount column ($1,300.00) is used as the total. No printed invoice number found; generated using missing-number rule: rui-042125-1300. All line items appear to be bundled under a single lump-sum amount. Tax rate is 0.00% so sales tax is $0.",
        "terms": null,
        "total": 1300,
        "due_date": null,
        "shipping": 0,
        "subtotal": 1300,
        "confidence": {
          "total": 0.9,
          "vendor_name": 1,
          "invoice_date": 0.95,
          "project_name": 0.85,
          "invoice_number": 1
        },
        "line_items": [
          {
            "qty": null,
            "amount": 1300,
            "unit_price": null,
            "description": "Hallway floor protection with paper masking; type dust control; hung 5/8 drywall ceiling repair floated skim; sand ready for paint; wall small repair hung 1/2 inch drywall floated sand ready for paint; seal with primer one coat affected area; paint the whole ceiling 2 coats; paint the wall affected area 2 coats"
          }
        ],
        "vendor_name": "Ruiz Painting LLC",
        "invoice_date": "2025-04-21",
        "project_name": "2258 Saint Clair Ave, St. Paul MN 55105",
        "document_type": "invoice",
        "invoice_number": "rui-042125-1300",
        "is_billable_invoice": true
      }
    ]
  }
}

Invoice Timeline

Time

05/12/2026

Event

FILE CLAIMED

Message

Source file claimed by Make scenario.

Payload
{
  "message": "Claimed invoice file and moved into processing.",
  "source_file_name": "Ruiz Copy of 2258 Saint Clair ave St. Paul Mn_VALIDATION-FAILED.pdf",
  "source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/Ruiz Copy of 2258 Saint Clair ave St. Paul Mn_VALIDATION-FAILED.pdf",
  "processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/Ruiz Copy of 2258 Saint Clair ave St. Paul Mn_VALIDATION-FAILED.pdf"
}

Time

05/12/2026

Event

ALIAS LOOKUP COMPLETED

Message

Vendor alias lookup matched a portal vendor.

Payload
{
  "found": true,
  "phase": "early_vendor_resolution",
  "message": "Early vendor lookup before full invoice extraction.",
  "alias_id": "cmp1abgyc0068agtbmw3bk4pz",
  "vendor_id": "vend_b9fde06fd72d49f5adf6384719b37923",
  "process_key": "05-12-2026-059-INV-001",
  "vendor_name": "Ruiz Painting LLC",
  "make_trace_id": "make-20260512_160447_637",
  "bill_import_id": "bill_a2496b03ff114678a52988102d4feed5",
  "canonical_name": "Ruiz Painting LLC",
  "category_count": 3,
  "category_options": [
    {
      "name": "Demolition",
      "notes": "Mapped from JKath historical QuickBooks export: Building Services:Demolition (1).",
      "expense_category_id": "cat_021f38de79874d818ff5b224551d5f6e",
      "fully_qualified_name": "Building Services:Demolition",
      "quickbooks_account_id": "122",
      "vendor_expense_category_id": "cmp1bazj5004013pffnba5vq3"
    },
    {
      "name": "Drywall & Taping",
      "notes": "Mapped from JKath historical QuickBooks export: Building Services:Drywall & Taping (28).",
      "expense_category_id": "cat_5fe2c67d22934b5c9db2adf0a6ed8237",
      "fully_qualified_name": "Building Services:Drywall & Taping",
      "quickbooks_account_id": "123",
      "vendor_expense_category_id": "cmp1bazlu004213pfwclbkf9u"
    },
    {
      "name": "Painting",
      "notes": "Mapped from JKath historical QuickBooks export: Building Services:Painting (13).",
      "expense_category_id": "cat_5cd8cff9602249029902722ebd6e200d",
      "fully_qualified_name": "Building Services:Painting",
      "quickbooks_account_id": "134",
      "vendor_expense_category_id": "cmp1bazoa004413pf5sxkd2jk"
    }
  ],
  "source_file_name": "Ruiz Copy of 2258 Saint Clair ave St. Paul Mn_VALIDATION-FAILED.pdf",
  "expense_category_id": null,
  "normalized_alias_key": "ruiz painting llc",
  "quickbooks_vendor_id": "59",
  "default_expense_account": null,
  "preliminary_vendor_name": "Ruiz Painting LLC",
  "missing_category_options": false,
  "preliminary_vendor_notes": "Vendor name clearly printed at top left of invoice as 'Ruiz painting llc'; normalized to title case with standard LLC suffix.",
  "preliminary_vendor_confidence": "0.97"
}

Time

05/12/2026

Event

PARSE COMPLETED

Message

Claude extraction parsed and stored.

Payload
{
  "total": "1300.00",
  "message": "Claude extraction parsed and stored.",
  "due_date": "2025-05-21",
  "jkath_terms": "Net 30",
  "process_key": "05-12-2026-059-INV-001",
  "vendor_name": "Ruiz Painting LLC",
  "claude_model": "claude-sonnet-4-6",
  "input_tokens": "5150",
  "invoice_date": "2025-04-21",
  "vendor_terms": null,
  "make_trace_id": "make-20260512_160447_637",
  "output_tokens": "555",
  "bill_import_id": "bill_a2496b03ff114678a52988102d4feed5",
  "invoice_number": "rui-042125-1300",
  "vendor_due_date": null,
  "source_file_name": "Ruiz Copy of 2258 Saint Clair ave St. Paul Mn_VALIDATION-FAILED.pdf",
  "claude_message_id": "msg_01UFr7herADDhhJ65R2BSVwT",
  "multi_invoice_count": 1,
  "multi_invoice_index": 1
}

Time

05/12/2026

Event

ALIAS LOOKUP COMPLETED

Message

Vendor alias lookup matched a portal vendor.

Payload
{
  "found": true,
  "message": "Looked up parsed vendor name against portal aliases.",
  "alias_id": "cmp1abgyc0068agtbmw3bk4pz",
  "vendor_id": "vend_b9fde06fd72d49f5adf6384719b37923",
  "process_key": "05-12-2026-059-INV-001",
  "vendor_name": "Ruiz Painting LLC",
  "make_trace_id": "make-20260512_160447_637",
  "bill_import_id": "bill_a2496b03ff114678a52988102d4feed5",
  "canonical_name": "Ruiz Painting LLC",
  "category_count": 3,
  "invoice_number": "rui-042125-1300",
  "category_options": [
    {
      "name": "Demolition",
      "notes": "Mapped from JKath historical QuickBooks export: Building Services:Demolition (1).",
      "expense_category_id": "cat_021f38de79874d818ff5b224551d5f6e",
      "fully_qualified_name": "Building Services:Demolition",
      "quickbooks_account_id": "122",
      "vendor_expense_category_id": "cmp1bazj5004013pffnba5vq3"
    },
    {
      "name": "Drywall & Taping",
      "notes": "Mapped from JKath historical QuickBooks export: Building Services:Drywall & Taping (28).",
      "expense_category_id": "cat_5fe2c67d22934b5c9db2adf0a6ed8237",
      "fully_qualified_name": "Building Services:Drywall & Taping",
      "quickbooks_account_id": "123",
      "vendor_expense_category_id": "cmp1bazlu004213pfwclbkf9u"
    },
    {
      "name": "Painting",
      "notes": "Mapped from JKath historical QuickBooks export: Building Services:Painting (13).",
      "expense_category_id": "cat_5cd8cff9602249029902722ebd6e200d",
      "fully_qualified_name": "Building Services:Painting",
      "quickbooks_account_id": "134",
      "vendor_expense_category_id": "cmp1bazoa004413pf5sxkd2jk"
    }
  ],
  "source_file_name": "Ruiz Copy of 2258 Saint Clair ave St. Paul Mn_VALIDATION-FAILED.pdf",
  "expense_category_id": null,
  "normalized_alias_key": "ruiz painting llc",
  "quickbooks_vendor_id": "59",
  "default_expense_account": null,
  "missing_category_options": false
}

Time

05/12/2026

Event

CATEGORY SELECTION COMPLETED

Message

Expense category selected for bill import.

Payload
{
  "message": "Claude selected an expense category from allowed portal options.",
  "process_key": "05-12-2026-059-INV-001",
  "vendor_name": "Ruiz Painting LLC",
  "category_name": "Painting",
  "make_trace_id": "make-20260512_160447_637",
  "bill_import_id": "bill_a2496b03ff114678a52988102d4feed5",
  "source_file_name": "Ruiz Copy of 2258 Saint Clair ave St. Paul Mn_VALIDATION-FAILED.pdf",
  "selection_payload": {
    "reason": "The single line item description contains multiple scopes of work including drywall repair, taping/floating/sanding, priming, and painting. While drywall work is present, the vendor is 'Ruiz Painting LLC' and the description culminates in painting tasks (ceiling 2 coats, wall affected area 2 coats), suggesting painting is the primary trade. The drywall work described appears incidental/preparatory (small repairs, skim coat) rather than a standalone drywall scope. Painting is the best single-category fit given the vendor identity and the overall nature of the work.",
    "confidence": 0.72,
    "selected_expense_category_id": "cat_5cd8cff9602249029902722ebd6e200d",
    "selected_expense_category_name": "Painting"
  },
  "expense_category_id": "cat_5cd8cff9602249029902722ebd6e200d",
  "quickbooks_account_id": "134"
}

Time

05/12/2026

Event

QB LOOKUP COMPLETED

Message

QuickBooks vendor, account, and duplicate bill lookup completed.

Payload
{
  "path": "multi_category_direct",
  "message": "QuickBooks lookup completed before create-or-duplicate routing.",
  "process_key": "05-12-2026-059-INV-001",
  "vendor_name": "Ruiz Painting LLC",
  "make_trace_id": "make-20260512_160447_637",
  "bill_import_id": "bill_a2496b03ff114678a52988102d4feed5",
  "invoice_number": "rui-042125-1300",
  "source_file_name": "Ruiz Copy of 2258 Saint Clair ave St. Paul Mn_VALIDATION-FAILED.pdf",
  "quickbooks_vendor_id": "59",
  "quickbooks_account_id": "134",
  "existing_quickbooks_bill_id": null
}

Time

05/12/2026

Event

QB BILL CREATED

Message

QuickBooks Bill created.

Payload
{
  "path": "multi_category_direct",
  "message": "QuickBooks Bill created from invoice import.",
  "process_key": "05-12-2026-059-INV-001",
  "make_trace_id": "make-20260512_160447_637",
  "bill_import_id": "bill_a2496b03ff114678a52988102d4feed5",
  "source_file_name": "Ruiz Copy of 2258 Saint Clair ave St. Paul Mn_VALIDATION-FAILED.pdf",
  "quickbooks_bill_id": "422",
  "quickbooks_payload": {
    "path": "multi_category_direct",
    "total": "1300.00",
    "due_date": "2025-05-21",
    "doc_number": "rui-042125-1300",
    "vendor_ref": "59",
    "account_ref": "134",
    "jkath_terms": "Net 30",
    "vendor_terms": "",
    "quickbooks_bill_id": "422"
  },
  "quickbooks_account_id": "134",
  "resolved_expense_category_id": "cat_5cd8cff9602249029902722ebd6e200d"
}

Time

05/12/2026

Event

ATTACHMENT UPLOADED

Message

Source file attached to the QuickBooks Bill.

Payload
{
  "path": "multi_category_direct",
  "message": "Source file uploaded to QuickBooks Bill.",
  "process_key": "05-12-2026-059-INV-001",
  "make_trace_id": "make-20260512_160447_637",
  "bill_import_id": "bill_a2496b03ff114678a52988102d4feed5",
  "source_file_name": "Ruiz Copy of 2258 Saint Clair ave St. Paul Mn_VALIDATION-FAILED.pdf",
  "attachment_payload": {
    "path": "multi_category_direct",
    "file_name": "",
    "attachment_id": "",
    "quickbooks_bill_id": "422"
  },
  "quickbooks_bill_id": "422"
}

Time

05/12/2026

Event

FILE MOVED

Message

Final invoice file moved.

Payload
{
  "path": "multi_category_direct",
  "status": "CREATED_IN_QBO",
  "message": "Processed invoice file moved after QuickBooks Bill creation.",
  "outcome": "processed",
  "process_key": "05-12-2026-059-INV-001",
  "make_trace_id": "make-20260512_160447_637",
  "bill_import_id": "bill_a2496b03ff114678a52988102d4feed5",
  "final_file_name": "RuizPaintingLLC_INV-rui-042125-1300.pdf",
  "source_file_name": "Ruiz Copy of 2258 Saint Clair ave St. Paul Mn_VALIDATION-FAILED.pdf",
  "dropbox_shared_url": "https://www.dropbox.com/scl/fi/5ixato8h6h77zhx3lsumt/RuizPaintingLLC_INV-rui-042125-1300.pdf?rlkey=0dyuz4p7mfg1n9oxal0pcahuc&dl=0",
  "quickbooks_bill_id": "422",
  "multi_invoice_group_id": "bill_a2496b03ff114678a52988102d4feed5"
}